IN REPLY 

REFER TO 

DEFENSE LOGISTICS AGENCY 

HEADQUARTERS 

8725 JOHN J . KINGMAN ROAD 

FORT BELVOIR, VIRGINIA 2206Q-6221 

July 03, 2013 

MEMORANDUM FOR SUPPLY PROCESS REVIEW COMMITTEE (PRC) MEMBERS 

SUBJECT: Approved Defense Logistics Management System (DLMS) Change (ADC) 1 034B, 

Intra-DLA Revision to Procedures to Support DLMS 945A, Materiel Release Advice, 

Cancellation Reason Code and Denial Management Code for Redistribution Orders 

Associated with DLA Disposition Services under Reutilization Business Integration 

(RBI) (Supply/Logistics) 

The attached change to Defense Logistics Manual (DLM) 4000.25, Defense Logistics 

Management System (DLMS) and DLM 4000.25-2, MILSTRAP is approved for implementation. 

Portions ofthis change were previously approved under ADC 1034 and ADC 1034A. This ADC 

provides a correction to the transaction name for processing denials using the DLMS 945A, 

previously documented under ADC 1034, and administratively adds the contents of ADC 1 034A. 

This ADC replaces ADC 1034 and 1034A in their entirety. 

Addressees may direct questions to Ms. Ellen Hilert, DOD MILSTRIP Administrator, 703-

767-0676; DSN 427-0676 or email Ellen.Hilert@dla.mil or Ms. Heidi Daverede, DOD 

MIL STRIP Alternate, 703-767-5111; DSN 427-5111 or email Heidi.Daverede@dla.mil. Others 

may direct questions to their Service or Agency designated Supply PRC representative. 

Attachment 

As stated 

cc: 

ODASD(SCI) 

' 

~~ Director 

DLA Logistics Management 

Standards Office 

Federal Recycling Program 0 Printed on Recycled Paper 
Page 1 Attachment, ADC 1034B

ADC 1034B

Intra-DLA Revision to Procedures to Support DLMS 945A, Materiel Release Advice, 

Cancellation Reason Code and Denial Management Code for Redistribution Orders

Associated with DLA Disposition Services under Reutilization Business Integration (RBI)

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION: 

a. Technical POC: DLA Logistics Information Service, LAE 269.961.5748

b. Functional POC: DLA Disposition Services, DB 269.961.5906

2. FUNCTIONAL AREA:

a. Primary/Secondary Functional Area: Supply/Logistics

b. Primary/Secondary Functional Process: Cancellations

3. REFERENCES: 

a. ADC 449, Intra-DLA Revisions to the DLMS 945A, Materiel Release Advice, 

Cancellation Reason Code, Management Codes, and Associated Procedures under Reutilization 

Business Integration (RBI) (Supply) (Staffed as PDC 442), dated November 21, 2011.

b. ADC 1034, Intra-DLA Revision to Procedures to Support DLMS 945A, Materiel 

Release Advice, Cancellation Reason Code and Denial Management Code for Redistribution 

Orders Associated with DLA Disposition Services under Reutilization Business Integration (RBI) 

(Supply/Logistics), dated October 23, 2012.

c. ADC 1034A, Administrative Correction to DLMS 945A, Materiel Release Advice, 

Cancellation Reason Code for Redistribution Orders Associated with DLA Disposition Services 

under Reutilization Business Integration (RBI) (Supply/Logistics), dated March 12, 2013.

4. APPROVED CHANGE(S):

a. Brief Overview: This change establishes a new Cancellation Reason Code YJ for use 

on the DLMS 945A Reply to Cancellation Request (Document Identifier Code (DIC) AG6) and a 

new Denial Management Code N for use on the DLMS 945A Materiel Release Denial (DIC A6_) 

for proper financial processing of Redistribution Orders (RDO) cancellations and denials within 

DLA Disposition Services systems under RBI. Note: RDOs within DLA Disposition Services 

are also known as Site to Site Transfers. This change replaces ADC 1034 and ADC 1034A in 

their entirety; it provides a correction to the transaction and DIC equivalent for processing denials 

in response to RDOs, previously documented under ADC 1034. The transaction should be 

Materiel Release Denial vice Disposal Release Denial and the equivalent DIC should be A6_ vice

A6J. It also administratively adds the contents of ADC 1034A. All other procedures and content 

remain unchanged. Significant revisions subsequent to the publication of ADC 1034 and ADC 

1034A are highlighted in green. 
Page 2 Attachment, ADC 1034B

b. Background:

(1) The DLA Disposition Services is a worldwide presence within the Department 

of Defense, with disposal specialists in 14 foreign countries, two U.S. territories, and 39 states. 

DLA Disposition Services’ mission is the execution of disposition solutions for excess military 

property. The Reutilization Business Integration (RBI) project will replace the Disposal

Automated Information System (DAISY) by integrating DLA Disposition Services business 

processes within the DLA enterprise suite of applications, including the Enterprise Business 

System (EBS) for materiel management functions and the Distribution Standard System (DSS) 

for warehousing/distribution functions.

(2) ADC 449 modified the DLMS 945A Reply to Cancellation Request (DIC 

AG6) to include capability to pass reasons for rejection in response to a Materiel Release Order 

(MRO) that had been sent from EBS to DSS. Depending on the issue encountered in DSS 

blocking delivery (or partially delivery), a reason for rejection is included in the DLMS 945A sent 

back to EBS. This reason for rejection is utilized by EBS either to cancel the sales order in its 

entirety by sending separate transactions for each Disposal Turn In Document (DTID) or to cancel

a specific line item based on the DTID Number passed in the transaction.

(3) Subsequent to release of ADC 1034 and during staffing of the DSS System 

Change Request to implement the materiel release denial, DLA discovered that the wrong 

transaction and DIC were identified in ADC 1034. To implement the ADC as written would have 

required significant changes to standard MILSTRIP processing in DSS. Rather than require 

special development/deviation from standard MILSTRIP procedures for this disposition service 

business process and in coordination with DLA Logistics Information Services LAE, DSS and 

EBS, all parties agreed to use the standard DLMS 945A Materiel Release Denial (DIC A6_).

(4) Since ADC 1034B replaces ADC 1034 in its entirety and ADC 1034A made 

an administrative correction to ADC 1034, DLA Logistics Management Standards Office decided 

to combine the two previously released ADCs into a single ADC, to preclude any confusion in the 

future. 

c. Approved Change in Detail:

(1) Add Cancellation Reason Code YJ – DLA Disposition Services Field Office 

cancellation of Redistribution Order due to change in disposition instructions. 

(a) This reason code is authorized for use in the DLMS 945A (DIC AG6) 

at location 2/LQ01/100 for DLMS data element Cancellation Reason (LQ01=Z) to indicate that 

the Field Office is cancelling its previously transmitted DLMS 940R (DIC A2_).

(b) For RDOs originated by EBS, this reason code is authorized for use in 

the DLMS 945A (DIC AG6) on AN INTERIM BASIS, pending implementation in EBS and 

DSS to process these events as DLMS 945A Materiel Release Denials (DIC A6_).
Page 3 Attachment, ADC 1034B

(2) Add Denial Management Code N – Redistribution Order Denial. For intraDLA Disposition Services use only to indicate that the Field Office is unable to complete the 

DLA Disposition Services-originated RDO due to a need to continue processing the DTID in 

accordance with established business rules at the current Field Office.

(a) This denial code is authorized for use in the DLMS 945A Materiel

Release Denial (DIC A6_) at location 2/LQ01/100 for DLMS data element Management Code 

(LQ01=84) to indicate that the Field Office is executing a denial to the RDO originated by DLA 

Disposition Services.

(b) Use of this new denial management code by DLA’s EBS and DSS is 

authorized as a delayed implementation, but should be completed as soon as practical after the 

initial RBI rollouts are completed.

d. Revisions to DLM 4000.25 Manuals:

(1) DLM 4000.25-2, MILSTRAP, Appendix 2.6. See Enclosure 1 for new Denial 

Management Code N.

(2) DLM 4000.25, DLMS, Volume 2, Chapter 16, revise paragraph C.16.6.5.1. 

See enclosure 2 for specific changes.

(3) Revise DLMS 945A Materiel Release Advice as follows. Administratively 

modify “DLMS Supplements” to DLMS Implementation Conventions” or “DLMS IC”, as 

appropriate.

# Location Revision to

945A, Materiel Release Advice

Reason

1. DLMS 

Introductory 

Notes

Remove ADC 1034 and 1034A; add ADC 1034B to DLMS 

Introductory note 6:

- ADC 1034B, Administrative Correction to DLMS 945A, 

Materiel Release Advice, Cancellation Reason Code for 

Redistribution Orders Associated with DLA Disposition 

Services under Reutilization Business Integration (RBI)

To identify DLMS 

changes included in the 

DLMS IC.
Page 4 Attachment, ADC 1034B

# Location Revision to

945A, Materiel Release Advice

Reason

2. 1/W0611/20 Modify DLMS note 1:

NK Materiel Release Denial

DLMS Note:

1. Use to provide denial (warehouse refusal) information on 

a materiel release order or redistribution order. (This 

corresponds to DLSS Document Identifier A6_, excluding

A6J)

2. Use to identify RDO Shipment Denial. This transaction 

provides shipment denial response from an internal AF 

storage location or an AF base retail activity to the AF ICP 

(Equates to DIC B7A). Authorized DLMS migration 

enhancement in support of ECSS. Refer to ADC 405.

Modify DLMS note to 

clearly identify that a 

Materiel Release Denial 

apples to RDOs in 

addition to MROs.

3. 2/LQ01/100 Revise DLMS notes 2 and 3 for Qualifier Z:

Z Cancellation Reason

DLMS Note:

1. Use to specify the reason for requisition cancellation 

subsequent to receipt of the associated release order.

2. For DLA Disposition Service, available codes are:

YD - DLA Disposition Services Customer No-Show

YE - DLA Disposition Services Sales Customer Refused –

Penalty May Apply

YF - DLA Disposition Services Sales Customer Refused – No 

Penalty

YG - DLA Disposition Services Sales 

Reutilization/Transfer/Donation (RTD) Customer Declined 

with

Prior Notice

YH - DLA Disposition Services RTD Customer Refused 

Without Prior Notice

YI - DLA Disposition Services Commercial Venture (CV) 

Rejected by Government Liquidators (GL)

YJ - DLA Disposition Services Field Office Cancellation of 

Redistribution Order due to Change in Disposition 

Instructions

3. Authorized for intra-DLA use between DLA Disposition 

Services Field Offices and DLA Disposition

Services. DLMS enhancement; Refer to ADC 449 and 

1034B.

Add YJ as an authorized 

cancellation reason code 

for intra-DLA use 

between DLA 

Disposition Services 

Field Offices and DLA 

Disposition Services.
Page 5 Attachment, ADC 1034B

e. Approved Transaction Flow:

(1) DSS originated DLMS 940R RDO (DIC A2_). An RDO may be created by 

the DLA Disposition Services Field Office for materiel meeting specific conditions with the intent 

of transferring the Disposal Turn-In Document (DTID) from the current Field Office where it was 

receipted to another Field Office (e.g., a Certified DEMIL Center [CDC] for demilitarization. 

This RDO is provided to DLA Disposition Services. If the DLA Disposition Services Field 

Office determines that they need to cancel the RDO and process the DTID in accordance with 

established business rules at the current site, then a DLMS 945A (DIC AG6) will need to be 

created and sent to EBS to cancel the original RDO.

(2) EBS originated DLMS 940R RDO (DIC A2_). An RDO may be created by 

EBS to transfer a DTID from one Field Office to another for further disposition processing. If the 

Field Office is unable to process the RDO and determines that they need to continue processing 

the DTID in accordance with established business rules at the current site, then a DLMS 945A 

Materiel Release Denial (DIC A6_) will need to be created and sent to EBS for processing against 

the original RDO. 

f. Alternatives: Establishment of a new denial management code to document 

cancellation of EBS-generated redistribution orders is the preferred method to address this 

requirement, since cancellation transactions are normally associated with customer requisitions, 

of which there are none in this scenario. While DLA Disposition Services does have denial 

procedures for redistribution orders, there were no official procedures identifying how to 

completely cancel them. Due to implementation time constraints, it was decided to leverage 

use/expansion of the cancellation reason codes implemented under ADC 449, as an interim 

solution, pending system modifications to implement a new denial management code for this 

situation.

5. REASON FOR CHANGE: The DLMS 945A is used to communicate a cancellation due to 

customer refusal at time of pick-up, as outlined in ADC 449. This change expands the 

functionality of the DLMS 945A (DIC AG_) to cancel a redistribution order and will be sent by 

the Field Office to DLA Disposition Services with a cancellation reason code that the order line 

item is being cancelled. The Cancellation Reason Code YJ passed on the DLMS 945A (DIC 

AG_) will identify a DLA Disposition Services RDO Cancellation and thereby allow DLA 

Disposition Services, using EBS, to cancel the associated RDO. Without the code of YJ, EBS 

will not be able to properly identify the appropriate transaction to cancel. Inclusion of the 

approved denial management code in this change will allow Disposition Services to transition to 

more appropriate procedures for EBS-prepared Redistribution Orders after deployment of RBI.

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: DLA Disposition Services (using EBS and DSS), will be able to comply 

with DLMS standards for the RBI process as well as meeting DLA Disposition Services business 

and financial requirements.

b. Disadvantages: Updating the DLMS 945A transaction will require minor coding 

changes in the RBI system suite (including DSS and EBS) to accommodate the mapping and 
Page 6 Attachment, ADC 1034B

processing of the new Cancellation Reason Code YJ. A separate coding change will be needed at 

a later date to separate the two scenarios for cancellation versus denial of the RDO based upon the 

initiating system. Implementation of denial procedures will require coding to implement the 

Management Code N.

7. TIME LINE/IMPLEMENTATION TARGET: The implementation date for use of 

Cancellation Reason Code YJ in response to RDOs generated by either EBS or DSS was August 

27, 2012. EBS and DSS are authorized delayed implementation with a target of April 2014 to 

complete modifications to implement the use of Management Code N for denials in response to 

RDOs generated by EBS.

8. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: N/A

9. IMPACT:

a. New DLMS Data Elements: None.

b. Changes to DLMS Data Elements: See Enclosure 3 for details.

(1) Add new Cancellation Reason Code YJ to Logistics Qualifier Z.

(2) Add new Management Code N to Logistics Qualifier 84, for use with materiel 

release denial transactions.

c. Automated Information Systems (AIS): EBS and DSS will require minor coding 

changes to properly map and process the new Cancellation Reason Code YJ and Management 

Code N.

d. DLA Transaction Services: DLA Transaction Services mapping for the 945A must be 

updated to reflect the new Cancellation Reason Code YJ and Management Code N.

e. Non-DLA Logistics Management Standards Publications: N/A
Page1 Enclosure 1, ADC 1034B

ENCLOSURE 1

1. Update DLM 4000.25-2, MILSTRAP, Appendix 2.6, to add new definition and DIC condition 

for Management Code N.

“AP2.6.2. ISSUE RELATED TRANSACTIONS. Management codes are assigned for use in 

MILSTRAP issue related transactions (DIC D7_ Issues, DG_ Backorders, and DHA Demands) 

and MILSTRIP transactions (DIC Code A4_ Referral Orders, A5_ Materiel/Disposal Release 

Orders, A6_ Materiel/Disposal Release Denials, ACJ Disposal Release Cancellations, AE6 

Supply status, AEJ Disposal Supply Status, AFJ Disposal Release Follow-ups, AGJ Reply to 

Disposal Release Cancellations, AKJ Disposal Release Cancellation Follow-ups, ARJ, ARK, and 

ARL Deposal Release Confirmations), and related release documentation (when applicable), as 

indicated below:

CODE APPLICABLE DICS EXPLANATION

N DHA, D7_, A4_ Nonrecurring demand.

N All other DICs Reserved for future DoD assignment.

N A6_, excluding A6J Denied. For intra-DLA Disposition Services use to 

indicate that the Field Office is unable to complete the 

DLA Disposition Services-originated RDO due to a 

need to continue processing the DTID in accordance 

with established business rules at the current Field 

Office. 

N AE_ Non-production Materiel. Identifies Navy-funded 

requirements not associated with direct support for 

ship/aircraft maintenance. Applicable to Navy 

requisitions submitted to DLA under industrial activity 

(IA) support agreement and may be perpetuated to 

supply status.”
Page 1 Enclosure 2, ADC 1034B

ENCLOSURE 2

1. Update DLM 4000.25, DLMS, Chapter 16, to add new cancellation reason code YJ and 

associated procedures and conditions for use in RDO cancellations and to add management code 

N and associated procedures for use in RDO Denials. (See changes in red, bold, italics)

“C16.6.5. Relocation Between DLA Disposition Services Field Offices 

C16.6.5.1. Use of DLMS 940R, DLMS 856S and DLMS 945A When Relocating Materiel 

Between Field Offices. In all instances when relocation of materiel between DLA Disposition 

Services field offices is necessary, the DLA Disposition Services shall direct this action by using 

the DLMS 940R, Redistribution Order (RDO) (Transaction Type Code NI), and sending it to the 

shipping field office, except when the Disposal Category Code for the DTID number or DTID 

number and suffix is DS Disposal. In addition, an RDO may be created by the DLA 

Disposition Services Field Office for materiel meeting specific conditions with the intent of 

transferring the Disposal Turn-In Document (DTID) from the current Field Office where it 

was receipted to another Field Office (e.g., a Certified DEMIL Center [CDC] for 

demilitarization. The RDO transaction prepared by the Field Office is provided to DLA 

Disposition Services. The shipping Field Office processing the RDO shall always provide a 

DLMS 856S, Shipment Status (Transaction Type Code AS) to the receiving field office and the 

DLMS 945A, Redistribution Order Shipment Confirmation (Transaction Type Code NJ) to DLA 

Disposition Services upon shipment. 

C16.6.5.1.1 RDO Denial. If the shipping Field Office is unable to fully process the 

DLA Disposition Services RDO and determines that they need to continue processing the 

DTID in accordance with established business rules at the current site, then a DLMS 945A 

Materiel Release Denial (Transaction Type Code NK) citing Management Code N will be 

created and sent to EBS for processing against the original RDO.1

C16.6.5.1.2 RDO Cancellation. For cancellation of a self-initiated RDO previously 

transmitted by the Field Office to DLA Disposition Services, the Field Office will generate a 

DLMS 945A, Materiel Release Order Cancellation Confirmation (Transaction Type Code NR) 

containing the DLMS Cancellation Reason Code YJ (DLA Disposition Services Field Office 

cancellation of Redistribution Order due to change in disposition instructions).” 

 1 Deferred implementation authorized. Pending implementation, Field Offices may use RDO cancellation 

procedures per paragraph C16.6.5.1.2. in place of an RDO denial. Refer to ADC 1034B.
Page 1 Enclsoure 3, ADC 1034B

ENCLOSURE 3

1. Add new Cancellation Reason Code YJ. (See changes in red, bold, italics).

NAME: Cancellation Reason Code (Logistics Qualifier Z)

DEFINITION: (1) Navy Usage: Documents existing Navy DLSS 

(MILSTRAP) data requirement to identify Navy Issue 

Reversal Code in DLMS.

(2) Air Force Usage: Documents existing Air Force data 

requirement to identify the Air Force Excess Cause Code.

(3) DLA Disposition Services: DLA Disposition Services 

Field Offices use to identify the reason a DLA Disposition 

Services customer requisition is cancelled subsequent to the 

receipt of the associated release order.

REMARKS: (1) Navy uses this code when interfacing with the Distribution 

Standard System (DSS). NAVY/DSS cite code in a multi-use 

field for intra-Component use.

(2) Air Force uses this code on an intra-AF basis.

(3) DLA Disposition Services use this code on an intra-DLA 

basis between the Disposition Services Field Office using the 

DSS and DLA Disposition Services using the Enterprise 

Business System (EBS).

SOURCE: (1) Navy: Department of the Navy

(2) Air Force: AFMAN 23-110, Vol 2, Part 2, Chapter 19, 

Attachment 19E-1, Redistributable (Excess) Materiel Cause 

Identification Table.

(3) DLA Disposition Services: DLMS Manual.

DATA CODE CHARACTERISTICS:

TYPE: ID MIN: 0001 MAX: 0002

The following values are used by DLA Disposition Services only:

YD DLA Disposition Services Customer No-Show

YE DLA Disposition Services Sales Customer Refused – Penalty May Apply

YF DLA Disposition Services Sales Customer Refused – No Penalty

YG DLA Disposition Services Sales Reutilization/Transfer/Donation (RTD) Customer 

Declined with Prior Notice

YH DLA Disposition Services RTD Customer Refused Without Prior Notice

YI DLA Disposition Services Commercial Venture (CV) Rejected by Government

Liquidators (GL)

YJ DLA Disposition Services Field Office Cancellation of Redistribution Order due to 

Change in Disposition Instructions
Page 2 Enclosure 3, ADC 1034B

2. Add new Management Code N to Table 84. (See changes in red, bold, italics).

NAME: Management Code (Logistics Qualifier 84)

ALIAS: Management Code 

DEFINITION: Provides supplemental data not indicated through the 

transaction coding structure. When a situation exists which is 

not covered by a code, the Component managing the 

distribution system may assign codes a through l (except i) and 

other codes as specified below, and may prescribe their entry in 

appropriate transactions. 

REMARKS: This master table consists of six (6) table sub-sets as follows: 

table 84-1 - DLSS/DLMS requisition related transactions; table

84-2 - DLSS/DLMS receipt related transactions; table 84-3 -

DLSS/DLMS issue related transactions; table 84-4 -

DLSS/DLMS gain/loss related transactions; table 84-5 -

DLSS/DLMS physical inventory related transactions; table 84-6 

- DLSS/DLMS information transactions. (Note: all DLSS DIC

are in parentheses). 

SOURCE: Defense Logistics Management System (DLMS) 

AVAILABLE FROM: Defense Logistics Management Standards Office (DLMSO) 

DATA CODE

CHARACTERISTICS: TYPE: ID MIN: 0001 MAX: 0001

CODE NAME/DEFINITION EXPLANATION 

N Nonrecurring demand 867D - Demand (DHA)

867I - Issue (D7_and A4_)

N Reserved for future DOD assignment (All other DICs) 

N Denied. For intra-DLA Disposition Services A6_, excluding A6J_

use to indicate that the Field Office is unable 

to complete the DLA Disposition Servicesoriginated RDO due to a need to continue 

processing the DTID in accordance with 

established business rules at the current Field 

Office.

N Non-production materiel. Identifies Navy-funded AE_

requirements not associated with direct support

for ship/aircraft maintenance. Applicable to Navy

requisitions submitted to DLA under Industrial

activity support agreement may be perpetuated

to supply status.
Page 1 Enclosure 4, ADC 1034B

Enclosure 4

Comment Resolution (ADC 1034)

Originator Response/Comment Disposition

1. DLA Concurs without comment. Noted.

2. Army Concurs without comment. Noted.

3. Marine Corps Concurs without comment. Noted.

4. Air Force Concurs without comment. Noted

5. USTRANSCOM Concurs without comment. Noted.

6. Navy Concurs without comment. Noted.

_ 

Comment Resolution (ADC 1034B)

Originator Response/Comment Disposition

1. DLA Concur with comment. These will be 

Redistribution orders from EBS to DSS Field 

Offices and it says that DSS needs to send a 

DLMS945A - A6J with management code N. 

Normally, the A6J is only to be used for A5J 

Disposals Shipments. The A5J is what moves the 

material to the Field Office. Once at a Field 

Office, there will never be an A5J Disposal 

Release Order. We move every shipment under an 

A2_ if going to another Field Office, or an A5_

(Not J) if shipping to the customer. If an A6J is 

required for denials in response to RDOs, it will 

require significant revamping of the MILSTRIP 

logic in DSS. 

ADC 1034B developed to modify 

logic to require a DLMS 

945A/DIC A6_, excluding A6J. 

All impacted documentation cited 

in this ADC has been updated 

accordingly.